Client Terms of Business

1. Application & Acceptance

1.1 Scope: These Terms of Business (“Terms”) apply to all venue identification, negotiation, proposal, and introduction services (“Services”) provided by HH Venues Ltd (company number 17445514), whose registered office is at 8 Carroll Avenue, Merrow, Guildford GU1 2QJ, United Kingdom (“the Agency”) to any business, corporate entity, or individual (“the Client”).

1.2 Acceptance: Requesting venue options, instructing the Agency to negotiate rates, requesting site visits, or entering into commercial communications with any Introduced Venue constitutes full and binding acceptance of these Terms by the Client.

2. Agency Services

2.1 Role: The Agency acts as an independent venue-sourcing intermediary to identify, solicit, and present suitable venues, conference centres, hotels, and event spaces (“Introduced Venues”) matching the Client's event requirements.

2.2 Intermediary Status: The Client acknowledges that the Agency acts strictly as an introducer/broker. The Agency does not own, operate, manage, or control any Introduced Venue, nor does it supply catering, transport, or event production directly.

3. Fees & Commission Disclosure

3.1 Free Sourcing Service: Standard venue-sourcing services are provided to the Client free of charge. The Agency will not invoice or charge the Client for finding, negotiating, or presenting venue options.

3.2 Commission Disclosure: The Client explicitly acknowledges and agrees that the Agency receives a referral commission paid directly by the Introduced Venue upon completion of a confirmed booking made by or on behalf of the Client.

3.3 Additional Services: Any bespoke event management, on-site staffing, or specialized production services requested outside standard venue sourcing shall be subject to a separate written agreement and fee schedule signed by both parties.

4. Client Obligations & Commission Protection

4.1 Notification: The Client agrees to keep the Agency informed of all booking decisions, rate holds, and formal negotiations regarding any Introduced Venue.

4.2 Naming the Agency: When confirming a reservation or entering into a contract with an Introduced Venue, the Client agrees to explicitly instruct the venue to record HH Venues Ltd as the originating booking agent on all hold requests, quotes, and contract documentation.

4.3 Non-Circumvention: The Client shall not bypass, exclude, or circumvent the Agency by negotiating or contracting directly with any Introduced Venue without acknowledging the Agency as the introducing party.

4.4 Protection Period: If the Client contracts with or places a booking at any Introduced Venue within 12 months from the date that venue was first introduced or presented by the Agency, the Client shall ensure the venue recognizes the Agency as the introducing agent. If the Client actively causes the venue to refuse or deny the Agency's legitimate referral commission, the Client shall pay the Agency a finder's fee equal to 10% of the net contract value incurred with that venue.

5. Contractual Boundaries & Limitation of Liability

5.1 Direct Event Contracting: The legal contract for room hire, food and beverage, delegate rates, accommodation, and event delivery (“Venue Hire Agreement”) is formed strictly and directly between the Client and the chosen Introduced Venue under the venue's own terms and conditions.

5.2 Performance Exclusion: The Agency accepts no liability or responsibility for:

• The quality, safety, catering, hygiene standards, or operational delivery of any Introduced Venue;
• Any double-booking, room alteration, breach of contract, or insolvency on the part of an Introduced Venue; or
• Any injury, loss, property damage, or expense suffered by the Client or its guests, delegates, or contractors at an Introduced Venue.

5.3 Financial Cap: Subject to Clause 5.4, the Agency's maximum total aggregate liability to the Client arising under or in connection with these Terms (whether in contract, tort, negligence, or otherwise) shall be strictly capped at £1,000.

5.4 Statutory Exceptions: Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under English law.

6. Data Protection

6.1 Compliance: Both parties shall comply with all applicable requirements of the UK Data Protection Legislation (UK GDPR and Data Protection Act 2018).

6.2 Authorisation: The Client authorises the Agency to share event criteria, delegate estimates, and corporate contact details with prospective Introduced Venues to obtain quotes, confirm availability, and secure rate holds on behalf of the Client.

7. Governing Law & Jurisdiction

7.1 Law: These Terms and any dispute or claim (including non-contractual disputes) arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales.

7.2 Jurisdiction: The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.